SUSTAINMENT 

OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE 

3500 DEFENSE PENTAGON 

WASHINGTON, DC 20301-3500 

 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE

 

SUBJECT: Approved Defense Logistics Management Standards Change 1399, Inclusion of 

Mandatory Data Elements to support Defense Logistics Agency Disposition Services 

(Supply)

The attached Approved Defense Logistics Management Standards Change (ADC), as 

outlined in the attachment, is approved for implementation.

Addressees may direct questions to Ms. Tonja Carter, e-mail: Tonja.Carter@dla.mil.

Others must contact their designated Supply Process Review Committee representative available 

at http://www.dla.mil/HQ/InformationOperations/DLMS/allpoc/.

METHOD.LEIGH Digitally signed by METHOD.LEIGH.E.1098529302

.E.1098529302 Date: 2021.10.25 17:54:32 -04'00'

Leigh E. Method, SES

Deputy Assistant Secretary of Defense 

for Logistics

Attachment: 

As stated
Attachment, ADC 1399

Page 1

ADC 1399

Inclusion of Mandatory Condition Code for DLA Disposition Services 

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Technical POC: Tonja Carter, Defense Enterprise Data Standards Office (DEDSO)

Supply, 269-961-5227, Tonja.Carter@dla.mil

b. Functional POC: Mike Rogers, DLA Disposition Service, 269-961-5289, 

Michael.Rogers@dla.mil

2. REFERENCES:

a. Approved Defense Logistics Management Standards (DLMS) Change (ADC) 410 IntraDLA Revisions to Procedures and DLMS 527D Pre-Positioned Materiel Receipt (PMR) to Add 

Disposition container ID for use with Relocation of Materiel between DLA Disposition Field 

Offices Under Reutilization Business Integration (RBI), October 12, 2011

b. DoDM 4140.01, Volume 6, DoD Supply Chain Materiel Management Procedures: 

Materiel Returns, Retention, and Disposition

c. ADC 464 Intransit Control System (ICS), Shipment Status (DLMS 856S/DIC AS3), and 

Disposal Shipment Confirmation Follow-Up (DLMS 940/DIC AFX/AFZ) under RBI, March 2, 

2012

d. DoDM 4160.21, Volume 1, Defense Materiel Disposition: Disposal Guidance and 

Procedures

e. DoDM 4160.21, Volume 4 Defense Materiel Disposition: Instructions for Hazardous 

Property and Other Special Processing Materiel

f. Defense Logistics Manual (DLM) 4000.25, Volume 1, Concepts and Procedures and 

Volume 2, Supply Standards and Procedures, Appendix 2.8

g. ADC 411, Update Functionality of DLMS 856S Shipment Status and DLMS 945A 

Materiel Release Advice, April 12, 2011

3. APPROVED CHANGE(S): Significant changes from the proposed change are highlighted 

in green.

a. Brief Overview of Change: For property sent to DLA Disposition Services, the 

supply condition code (SCC) will become a mandatory data element for modernized systems 

sending the DLMS 856S Shipment Status transaction.
Attachment, ADC 1399

Page 2

b. Background:

(1) DLA Disposition Services warehousing system utilizes the inbound DLMS

856S Shipment Status to build the due-in table, which is utilized like the DLMS 527D PrePosition Materiel Receipt (PMR). The DLMS 856S is sent in lieu of the DLMS 527D because 

the shipment status is typically prepared by the storage location rather than the materiel owner

(Reference 2.a). At wholesale locations, the materiel owner will send the DLMS 940R, Disposal 

Release Order (DRO) to the storage location (Reference 2.b). Once the storage location verifies 

the DRO from the materiel owner, the storage location will send an outbound DLMS 856S to 

DLA Disposition Services warehousing system for the shipment. This process flow is identified 

in Enclosure 3.

(2) DEDSO researched six months of DLMS 856S Shipment Status transactions, 

and nearly every transaction sent to DLA Disposition Services was missing the SCC, especially 

from wholesale locations. Inclusion of the SCC on the DLMS 856S Shipment Status will assist 

with the product quality deficiency report (PQDR) process and minimize items being 

reintroduced into the supply chain. With the SCC being an optional data element, Disposition 

Services is unable to build a due-in with accurate information essential for the receiving process. 

To be synonymous with the DLMS 527D PMR, the condition code will be mandatory on the 

DLMS 856S for materiel going to Disposition Services. Materiel owners continuing to use 

legacy 80-record positions transactions will be unable to include the supply condition code in the 

shipment status.

c. Approved Change in Detail:

(1) Modify the DLMS 856S IC, Data Element 1270 LQ01, Code 83 Supply 

Condition Code as a mandatory data element for materiel sent to DLA Disposition Services

(Enclosure 1).

(2) If the DLMS 856S is missing the SCC, DLA Disposition Services will send a 

DLMS 824R Reject Advice transaction to the originating owner, citing Reject Advice Code AM 

“Rejected, Supply Condition Code Missing or Invalid.” See DLM 4000.25, Volume 2, 

Appendix 2.8, Reject Advice Codes (Reference 2.f). DLA Disposition Services will use the 

outbound transactions to track metrics to identify components who fail to send mandatory data 

elements to support the receiving process and data integrity.

(3) The Components will be required to send an updated DLMS 856S citing 

Code RR in 1/BSN02/0200 to indicate a replacement transaction, (Reference 2.g), with the SCC

in response to the DLMS 824R Reject Advice Transaction. DLA Disposition Services will then 

use the updated shipment status to create the due-in. 

(4) In the event the Services do not resubmit the DLMS 856S with the SCC after

DLA Disposition Services warehousing system sends the outbound 824R Reject Advice 

Transaction, DLA Disposition Services will be required to manually input the SCC during the 

receipt process. The missing SCC alone should not result in non-receipt of the materiel but 
Attachment, ADC 1399

Page 3

could contribute to increase in-transit tracking time due to research required by DLA Disposition 

Services.

(5) In the event the DLMS 856S Shipment Status contains SCC Q, DLA 

Disposition Services will not allow modification at time of receipt and will automatically 

downgrade the item to scrap. For SCC Q items, the warehousing system will require logic to 

ensure upgrading is not possible due to issues where the SCC Q materiel has been reintroduced 

into the supply chain.

d. Revisions to Defense Logistics Manuals: Update the DLM 4000.25 as identified in 

Enclosure 2.

e. Approved Transaction Flow:

(1) Components will include the SCC on the DLMS 856S Shipment Status for 

items sent to DLA Disposition Services.

(2) Component’s systems will be required to accept the DLMS 824R Reject 

Advice transaction and the Reject Advice Code AM in the event the SCC is not provided on the 

DLMS 856S as identified in this change.

4. REASON FOR CHANGE:

a. This change supports the inclusion of the SCC for materiel sent to DLA Disposition 

Services.

b. Including the SCC will minimize re-entry of Supply Condition Code Q property into the 

supply chain.

5. ADVANTAGES AND DISADVANTAGES:

a. Advantages: The additional data elements will provide measures to assist with the 

receipt process and build the data for DLA Disposition Services receiving process.

b. Disadvantages: None

6. ADDITIONAL FUNCTIONAL REQUIREMENTS: DLA Disposition Services may be 

required to update the Electronic Turn-In Data (ETID) application to ensure the condition code is 

provided upon turn-in. ETID is a non-DLMS direct connect application that supports activities 

that lack an Accountable Property System of Record (APSR).

7. ESTIMATED TIMELINE/IMPLEMENTATION TARGET:

a. DLA Disposition Services is working on transitioning to a new warehousing system and 

will be required to determine if this change will be implemented in the existing Distribution 

Standard System, or if this change will be supported as a new requirement under the DLA 

Warehouse Management System.
Attachment, ADC 1399

Page 4

b. While staffing the proposed change, the U. S. Marine Corps (USMC) advised of delayed 

implementation (Paragraph 12), requesting to be exempt from rejections, error transactions and 

logic routed to USMC. DEDSO, DAAS and USMC will follow up in 2023 for implementation of 

this change.

c. While staffing the proposed change, U.S. Air Force –Integrated Logistics Supply System

(ILS-S) advised implementation will be approximately 45 days after this change is approved.

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE:

a. Cost avoidance from implementation of this change will result in decreased hourly 

wages for DLA Disposition Services associated to current research required to identify the 

supply condition code of materiel

b. Cost savings for hour wages and research when SCC Q items are erroneously 

reintroduced into the supply chain. 

9. IMPACT: 

a. Automated Information Systems (AIS):

(1) DoD Components systems generating turn-ins to DLA Disposition Services

are required to send the supply condition code on the DLMS 856S Shipment Status transaction.

(2) The DLA Disposition Services warehousing system is required to send the 

DLMS 824R, Reject Advice if property is missing the supply condition code.

(3) DoD Components system will be required to accept the reject advice codes 

conveyed in the DLMS 824R Reject Advice transaction.

b. Defense Automatic Addressing System (DAAS): Logistics Data Gateway (LDG) will 

be required to display the supply condition data element for queries.

10. Non-DLM Publications: Components should update local procedures as necessary with 

this change. DLA Disposition Services will be required to update internal procedures, DoDM 

4160.21 and other policies or SOPs as applicable.

11. PDC 1399 RESPONSE/COMMENT RESOLUTION:

Component Response/Comment Disposition 

1. DAAS Concurs with comment

DAAS is able to support LDG displaying the 

Supply Condition Code, however, NonConcurred to WebVLIPS displaying the Supply 

Condition Code due to extensive programming 

requirements

DEDSO coordinated with DAAS and omitted the 

requirement for WebVLIPS to display the Supply Condition 

Code. Additionally, feedback was sent to USMC on this, as 

that was part of their response during staffing.

2. DLA Concurs without comment FLIS or Cataloging Concurs
Attachment, ADC 1399

Page 5

Component Response/Comment Disposition 

DLA Concurs

DLA Disposition Policy Concurs

3. US Air Force Concurs with comment

ILS-S will require system changes to add the 

supply condition code and the inbound process to 

accept the supply condition code may be 

impacted as well. 

DEDSO Responded on 8/30/21 requesting projected 

implementation date.

ILS-S implementation date will be approximately 45 days 

after PDC is approved and becomes an ADC.

4. US Army Concurs without comment Army Supply Lead-Concurs

Army SDR Lead Concurs

5. US Navy No Response Received No response to follow up requests

6. ODASD Concurs without Comment DEDSO updated ADC 1399 based on PDC feedback on 

8/19/21 
Attachment, ADC 1399

Page 6

Component Response/Comment Disposition 

7. USMC Concurs with comments

a. Current APSRs configurations allow for a 

Condition Code to be entered when the Materiel 

Redistribution Order; however, the Condition 

Code is not perpetuated to the outgoing 856S 

(AS3) transactions. Upon approval of this PDC, 

MARCORLOGCOM/G-4 will submit a change 

request to the Program Management Office 

(PMO) to modify the mapping of the Materiel 

Redistribution Order’s, “Condition Code” to the 

outbound 856S (AS3) LQ/83 segment. 

b. Currently, the only capability for an analyst to 

retrieve transactional data for validation is 

through the use of WEBVLIPS or LDG DLA 

tools. Recommend the mapping of the 856S 

transactions, “Condition Code” element be 

applied to both applications. 

c. Noticed in the PDC that distribution code is 

referenced as a single digit of “9” representing 

DLA disposition services. Currently the single

digit of “9” is outputted in the 856S sent to 

DAAS. However, recently there has been a move 

in policy to expand the distribution code to a 

two-digit identifier. In the case “M9” would be 

used to represent the Marine Corps designation if 

we were to use the codes as publicized. 

d. The MARCORLOGCOM/G-4 requests the 

following disclaimer to be added to the 

Approved DLMS Change (ADC) going forward: 

Concurrence with this change is predicated the 

ability of the GCSS-MC PMO to modify the 

application to concur with this change that has 

been recommended. The Marine Corps will 

notify DLA when our systems are in compliance 

with the recommended change. Prior to the 

notification of compliancy, No rejections or error 

transactions logic should be applied to the 

Marine Corps transactions. 

DEDSO responded on 8/27/21 with the following feedback, 

that reference USMC comments per alpha value.

a. DEDSO acknowledges.

b. DEDSO updated the approved change to require the 

supply condition code display in LDG

c. DEDSO has reviewed this feedback:

 Appendix 7.12 provides information on Distribution 

Codes, identified as RP 54-56 and A/N data element

 RP 54, if numerical, which is not assigned as an intercomponent basis will be non-significant in the system 

but will per perpetuated

 RP 55-56 will not require decisions but should be 

perpetuated in other transactions. 

 That portion of the 4000.25 in this ADC is currently in 

support of DLA Disposition Services, which identifies 

Distribution 9. This ADC is not changing this process

d. DEDSO understands this concern and has annotated the 

ADC. DEDSO requesting Marine Corps provide an ECD to 

the implementation of this change 

 USMC advised since this is not an official ADC a 

change request cannot be submitted to the GCSS-MC 

program office. In addition, any new requirement will 

be submitted via the ECCB in December. and placed in 

the prioritization que. Currently, there is a back log that 

could take several years to complete. ADC is annotated 

as well as implementation date per paragraph 7.
Enclosure 1, ADC 1399

Page 1

Enclosure 1

Revise DLMS Implementation Conventions as shown.

Additions are shown by bold italics and deletions by single strikethrough text.

# Location DLMS 856S Shipment Status Reason

1. DLMS 

Introductory 

Note

Add ADC 1399 to DLMS Introductory Note 5:

- ADC 1399, Inclusion of Mandatory Data Elements 

for DLA Disposition Services 

Adds change to the 

introductory note.

2. 2/LQ01/3500 Update the DLMS Note for code 83:

83 Supply Condition Code

DLMS Note:

1. For Hazardous Materiel/Hazardous Waste turn-ins 

to a DLA Disposition Services Field Office, enter the 

supply condition code is mandatory per the Generator 

Communication (GenComm) Standard. DLMS 

enhancement, see ADC 422 and 1399.

2. For all other shipments, this is an authorized DLMS 

enhancement; see introductory DLMS Note 2f.

Provide accurate data 

for DLA Disposition 

Services to support 

receipt processing and 

data integrity. This 

will be a mandatory 

data element for 

DLMS transactions 

sent to DLA 

Disposition Services 

Field Offices only. 

Legacy transactions do 

not have the ability to 

carry the supply 

condition code in the 

AS_/AU_ DICs
Enclosure 2, ADC 1399

Page 1

Enclosure 2

Defense Logistics Manual (DLM) 4000.25

A. Defense Logistics Manual (DLM) 4000.25, Volume 1, Concepts and Procedures

Make the following changes to Volume 1. Additions are shown in red bold italics.

Chapter 2, Business Concepts and Environments

Preceding text not shown

C2.5.6.2. DLMS Implementation Convention 824R, Reject Advice. DLMS 824R is 

used by the transaction recipient to reject a DLMS transaction that could not be processed due to 

erroneous or missing data based on requirements identified in the DLMS IC for a particular 

transaction. DLMS 824R is generated as an exception by DAAS and DoD Component 

application programs to convey information to the sender’s application process. Originating 

sites will possess technical and procedural means to receive the application advice, correct 

errors, and retransmit appropriate data. Use of DLMS 824R is discussed in Volume 1, Chapter 

4, Functional Application Errors, and Volume 2 Supply Standards and Procedures.

Chapter 4, Functional Application Errors

Preceding text not shown

C4.2.3.1. Rejection by Specific Reject Advice Code.

C4.2.3.1.1. Initially, DLMS 824R was developed to provide the functionality of 

legacy Military Standard Transaction Reporting and Accountability Procedures (MILSTRAP) 

Document Identifier Code (DIC) DZG, Transaction Reject. As such it rejects the following 

DLMS transactions with legacy MILSTRAP functionality: DLMS Transactions 527D, 527R, 

536L, 830R, 830W, 846A, 846D, 846F, 846I, 846P, 846R, 846S, 856S, 867D, 867I, 870L, 888I, 

and 947I, citing specific reject advice codes in the LQ segment.

B. Defense Logistics Manual (DLM) 4000.25, Volume 2, Supply Standards and Procedures

Make the following changes to Volume 2. Additions are shown in red bold italics, and deletions 

are shown with double strikethrough text.

Chapter 5, Status Reporting

Preceding text not shown

C5.1.7.6. Turn-in Document Status. In Document Status. For each shipment on a 

defense turn-in document (DTID), the shipping activity will provide a DLMS 945A, Materiel 

Release Advice, or a DLMS 856S with appropriate in-transit control coding as specified under 

Chapter 16 for materiel being shipped to the DLA Disposition Services. If pricing information is 

not available, enter an estimated unit price. For each shipment to DLA Disposition Services 
Enclosure 2, ADC 1399

Page 2

using the disposal turn-in document number (DTID), the shipping activity/storage location 

will provide a DLMS 945A, Disposal Release Confirmation to the materiel owner/source of 

supply and provide the shipment status to DLA Disposition Services. For shipments to DLA 

Disposition Services, the supply condition, and other mandatory data elements for the 

shipment status are identified in Chapter 16.

Chapter 16, Disposition Services

Preceding text not shown

C16.4.2. Release Confirmation. A DLMS 945A Disposal Release Confirmation (DRC) 

gives advice from the storage activity to the activity that initiated the DRO of supply action 

taken, referred to as the source of supply or materiel owner. The storage site activity will send 

the DRC when quantity shipped is the same quantity, when quantity shipped is greater than 

requested, or when quantity shipped is less than the quantity requested in the DRO. The materiel 

owner will use the DRC to make adjustments to inventory records. A DRC will be prepared

when materiel is picked up by the carrier for shipment to DLA Disposition Services Field 

Offices. The DRC will, if appropriate, contain an Intransit Control Indicator (Code 2I in the N9 

segment) if the shipped materiel line item value is $800 or more or the item is recorded as 

pilferable/sensitive. The DLMS 856S Shipment Status provided by the storage activity to the 

DLA Disposition Services Field Office will perpetuate the Intransit Control Indicator.

Intervening text not shown

C16.5.1. General Requirement

C16.5.1.1. Disposal Turn-in Document or Disposal Turn In Document and 

Suffix. (Paragraph text not shown)

C16.5.1.2. Shipment Status. For shipments/transfers to DLA Disposition 

Services Field Offices, shipping activities will send the DLMS 856S, Shipment Status 

(Transaction Type Code AS), for each DTID number or DTID number and suffix regardless of 

dollar value. The DLMS 856S shipment status will contain Distribution Code 9 identifying DLA 

Disposition Services, the SCC, and all mandatory data elements. The shipment status data is 

used to establish a due-in that will assist during the receipt process. When the SCC is missing, 

DLA Disposition Services will notify the turn-in activity via the DLMS 824R, Reject Advice 

Transaction with the appropriate reject advice code, identified in Appendix 2.8 Reject Advice 

Codes. Missing the SCC alone should not result in non-receipt of the materiel but could 

contribute to increase in-transit tracking time due to research required by DLA Disposition 

Services. the unit price of the materiel, the actual quantity shipped, and the date delivered to the 

carrier for shipment.

Intervening text not shown

C16.6.1.2. Electronic Turn-In Document Process. Use of ETID for automated 

turn-ins to the DLA Disposition Services Field Office allows those military generators lacking an 

automated system to log into ETID via the web and manually generate their DTID number or 

DTID number and suffix. To ensure required data elements are provided to DLA Disposition 
Enclosure 2, ADC 1399

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Services from the generator of the materiel, and to support standardization of data for 

automated systems, ETID will be required to include the mandatory data elements identified in 

the DLMS 856S Shipment Status as part of the ETID edits. ETID will have a direct interface 

into the ICS global record and will enter property qualified for Intransit tracking into the ICS on 

the generator’s behalf. For identification purposes, ETID will construct the DTID number or 

DTID number and suffix, document number citing Utilization Code T in the first position of the 

serial number. This will facilitate routing of follow-ups through Transaction Services’ DAAS to 

the supply system of the DoDAAC of the generator and provide the capability to monitor 

shipments/transfers to DLA Distribution Services Field Offices. When follow-up notifications 

on in-transit property are required, in addition to the systemic follow-up generated by the field 

office, the ETID application will provide notification to the generating activity responsible for 

the property via email. 

Intervening text not shown

C16.8.1.2. Action Codes. The DLA Disposition Services Field Office will 

indicate the applicable action taken or requested on the SDR. When an activity the generator

turns in property that cannot be accepted by the field office, the field office will prepare an SDR 

using SDR Requested Action Code 3C, indicating receiving activity not authorized to accept 

property (pick-up by original owner required) (Disposition Services use only). Once the 

originator picks the non-accepted property, DLA Disposition Services will update the original 

(Disposition Services SDR Sub Type Code T) (DLA Disposition Services receipts from 

generating turn–in), with SDR Requested Action Code 3B (Discrepancy reported for corrective 

action and trend analysis. No reply required). DLA Disposition Services Field Office will also 

annotate in the remarks section of the SDR the date the materiel was picked up by the originator. 

Using the SDR Requested Action Code of 3B will close out the original SDR created with 

Action Code 3C.

Chapter 30, Procedures for Serially Managed Materiel Requiring Owner Visibility

(Preceding text not shown)

C30.8.2.3.2.2. DLA Disposition Services Shipment Status.

C30.8.2.3.2.3. Shipment Status Materiel Returns. Chapter 11 contains 

procedures to prepare and report the shipment status materiel returns. Shipping activities will 

provide the serial number/UII in the shipment status materiel returns transactions for materiel 

being returned.
Enclosure 3, ADC 1399

Page 1

Enclosure 3

Shipment of Materiel to DLA Disposition Services Process Flows